A/V Support for Conference

This is a combined synopsis/solicitation for commercial Audio and Visual (AV) support for an upcoming Animal and Plant Health Service (APHIS) Animal Care (AC) conference prepared in accordance with the format in Federal Acquisition Regulation (FAR) 12.6 as supplemented with additional information included in this notice. This announcement constitutes the only solicitation; quotations are being requested, and a written solicitation will not be issued.

This solicitation is a request for proposals (RFP). The solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular (FAC) <insert applicable FAC number>.

The associated North American Industrial Classification System (NAICS) code for this procurement is 561920, with a small business size standard of $20 million. The product or service code is R499. The Government will award a Firm Fixed Price (FFP) contract resulting from this combined synopsis/solicitation to the responsible offeror whose offer, conforming to the synopsis/solicitation, will be most advantageous to the Government (as determined by the solicitation evaluation criteria).

The Animal and Plant Health Service (APHIS), Animal Care (AC) program is seeking assistance with the Audio and Visual (AV) needs at the upcoming Animal Care All-Hands Meeting 14-16 November 2023.  The meeting is being provided at the request of AC leadership to celebrate AC successes as one team, dissolve siloes, and become a more effective and efficient Program. The event will host up to 240 in-person attendees.

A smaller meeting of the 25-person Leadership Team (ACLT) will take place on 13 and 17 November, and those needs are included in this document.

The event is to be held at the Marriott Marquis in Atlanta GA. The symposium location was selected by the Center for Animal Welfare and Resource Management Support based on location availability, ease of logistics, and the overall cost to the Agency.

All interested companies must provide quotations for the following:

Services

Line Item                Description

0001                       Equipment rental IAW Attached SOW

0002                       Equipment Set-up IAW Attached SOW

0003                       Equipment Tear-down IAW Attached SOW

0004                       Technical Support  IAW Attached SOW

Please see attached Statement of Work.

The period of performance is 13-17 November, 2023.

This is an open-market combined synopsis/solicitation for services as defined herein. The government intends to award a purchase order as a result of this combined synopsis/solicitation that will include the terms and conditions set forth herein. To facilitate the award process, all quotes must include a statement regarding the terms and conditions herein as follows:

“The terms and conditions in the solicitation are acceptable to be included in the award document without modification, deletion, or addition.”

OR

“The terms and conditions in the solicitation are acceptable to be included in the award document with the exception, deletion, or addition of the following:”

Quoter must list exception(s) and rationale for the exception(s). Quotes that reject the terms and conditions of the solicitation may be excluded from consideration.

Submission must be received not later than 23 October 2023 at 0900AM EST. Late submissions will be treated in accordance with the solicitation provision at FAR 52.212-1(f). Only emailed quotes will be accepted.

Any questions or concerns regarding this solicitation should be forwarded in writing via e-mail to the Contracting Officer, Cody.grey@usda.gov.